Keiser University MAN 4583 Project Charter: Welcome Home Parade

This project charter outlines the Colorado Springs Welcome Home Parade, a historical event designed to honor returning soldiers from the Iraq War. The project's scope includes organizing a memorable parade, securing funding, managing risks, and coordinating with multiple stakeholders such as ...Read More

FINAL PROJECT 1
Final Project
Razan Aziz
Keiser University
MAN 4583

FINAL PROJECT 2
PROJECT CHARTER
COLORADO SPRINGS WELCOME HOME PARADE Date: 4th January 2004
Scope overview
The focal point of the project is to gather a memorable parade for the audience of city Colorado
Springs which was never arranged before. The purpose of the event is to organize a welcome
ceremony for the soldiers who had been deployed to Iraq for war and to give them honor for their
incredible performances for winning the war. The event is being held to celebrate over the
victory after a tiring war and accord due to acknowledgement to the courageous US army and air
force soldiers as a way of recognizing their persistent efforts and unconditional loyalty to our
nation.
Business Case
The primary objective of this project is to perform a historical Welcome Home parade for the
military soldiers for dedicating themselves to fight for their homeland in the Iraq war and
presenting tributes to the soldiers who have lost their lives as they were serving for the country in
dangerous circumstances of Iraq for their line of duty. The business case of this occasion is to
make sure that the project is completed within the planned budget and planned time frame.
Background
Colorado Springs is home to six major bases of US arm force, including Fort Carson and the Air
Force Academy. The people of the town have decided to pay tribute to the 11000 troops by
organizing a parade to welcome them home by hiring a project management team under the
leadership of O’Donnell & O’Donnell LLP, the city has also involved management committee.

FINAL PROJECT 3
Both the teams will coordinate to finalize the project within the planned time duration and
budget in the presence of its various stakeholders.
Milestone Schedule and Deliverables
Milestone Completion
Date
Stakeholder Acceptance Criteria
Current State
Project Proposal
5th January 2004 City council of
Colorado springs
Proposed main
objectives and plans of
the project
Approval of the project
30th January
2004
City council of
Colorado springs
Analysis of prior project
documents provided by
the project management
team.
Assigning roles and
responsibilities to the
project management team
3rd February
2004
Assistant city
manager
Assigning roles to the
teams and other
stakeholders.
Plan Project design
4th February
2004
The Project team
and management
committee
Coordination between
the teams and
stakeholders in order to
break down the work
activities.
Future State
 Fundraising
25th march 2004 Project
management team
Encourage multiple
organizations for
donations and
sponsorship.
 Advertising
14th April 2004 Public
communication.
Prepare ads to on-air via
local radio, TV stations,
newspapers, and social
media.
Ultimate goal
4th June 2004 Project
management team.
Organizing a large scale
project on the country
level by arranging a
welcome parade for
troops.
Project Risks and Assumptions

FINAL PROJECT 4
Project Risks and
Assumptions
Risk Owner Contingency Plans
Budget limitation
Project management Donations and sponsorship fundraising.
Limited duration
Project management
team
Follow the work breakdown structure
activities
Security issues
Police department The Local police department will provide
security.
Traffic control
Traffic police Provide the city alternative routes to control
traffic flow options.
Availability of lunch for
a large number of
troops.
Outsourcing the
catering department to
local restaurants.
Restaurants are willing to play their part as a
service of parade troops.
Fire or other
medical emergencies
Fire department Providing 23 fire trucks, ambulances, and
officials to cope with any kind of emergency.
Health department
Parking control for
vehicles
Police department Parking will also be monitored by the police
department

FINAL PROJECT 5
Stakeholders
Stakeholders Interest in Project
Primary:
 The City Council of Colorado Springs Provides city resources and personnel
 local military base Monitor the project
 management committee Planning and execution of the project
 police department Police will provide assistance for security purpose
 traffic department Preplan the routes for troops
 military heads Monitor the milestones of the project
 public communication department Provides assistance for parade publicity without
any charges.
Others:
 restaurants franchises Provides catering for troops
 local park authority Availability of venue
 music bands Will play patriotic themes to increase the morale
 volunteers level of troops

FINAL PROJECT 6
Resources Required
Funding: the project team was given a task for fundraising. They asked all the stakeholders for
contribution every organization played their part by raising the handsome amount of funds to
allocate for completion of the project. On the hand, the sponsors offered their services on low or
almost zero cost.
People: The City Council of Colorado Springs also contributed city resources and labor to the
project as well as the assistant city manager, who was the major connection between the city and
the project team. , they used their own volunteer consist of 35-40 people
Equipment: The following types of equipment are required;
Musical instruments, vehicles for transportation, chairs, decorative tents, lights, sound system,
bomb detectors, parade floats, and metal detectors
Team Operating Principles
 The project is based on open communication and well-integrated coordination with each
other between the teams and the stakeholders.
 The team’s coordination is based on mutual respect and to respect the ideas and
suggestions of each other.
 The team holds confidence in successful implementation of the project.
Lessons Learned
There are a number of lessons learned from the project. Which are listed following are:
 The more team members value the teamwork, the more is easier to achieve the
goal.

FINAL PROJECT 7
 Delegation of tasks helps a lot to successfully complete the project.
 If the city level departments, multiple organization and sponsors take part in
providing assistance by the fundraising of huge project they can easily fulfill it.
 Planning is the key to success.
 People and financial resources are the main assets to get the success of any
project.
Commitment
Sponsor Department / Organization Signature
William D. Benz The City Council of Colorado
Springs
Project Manager Department / Organization Signature
James C. Wilson O’Donnell & O’Donnell LLP
Core Team Members Department/ Organization Signature
General David P. Norman Management team committee
Lt. Stephen K. Jones Police Department
William johns Fire Department
Stuart S. George Transportation
Audrey Bennett Catering
Budget

FINAL PROJECT 8
Activity Cost in dollars $ (‘000)
Catering of lunch 80.00
Light arrangement 40.00
Pre-parade meeting 40.00
Advertising cost 10.00
Event organizing agency 90.00
Sound System 10.00
Fireworks 20.00
Event Management Team's cost 30.00
Music Band 30.00
Chairs 20.00
Transportation cost 10.00
Cleaning Crew 10.00
Miscellaneous Expenses 20.00
Total Budget 400.00
Work Breakdown Structure (Kloppenborg, 2013)

FINAL PROJECT 9
Project schedule
Activity Duration Start Date Finish Date Milestone?
Colorado Springs
Welcome Home
Parade
Assigning roles
to the Teams
Planning SurveyBudgeting Collecting
Resources Advertisement
Hiring event
planners
Security
And control
Catering
outsourcing and
music bands
Traffic
Control
Managing
People and
financial
Resources
Budget
Planning
and control
Fundraising
Project
Management
Team
Project
Management
Committee
Team
Site
assessment
Resources
assessment
Vehicles by
Transport
Department
Aircrafts by
Air forces
Food by
Local
Restaurant
Catering
Venue
Billboards
Banners
and social
media
Local
Media
Leaflets

FINAL PROJECT 10
Y/N
Project Proposal One week 5th Jan,2004 11th Jan,2004 N
Project approval One week 30th Jan,2004 2nd Feb,2004 N
Assigning Project Management
Team
One week 3rd feb,2004 10th Feb,2004 Y
Venue survey One week 12th Jan,2004 20th Feb,2004 N
Budget planning Two weeks 2nd Feb,2004 17th Feb,2004 Y
Raising funds Three weeks 17th feb,2004 4th
march,2004
Y
Project Planning Four weeks 5th Mar,2004 28th
Mar,2004
Y
Planning and gathering of
resources
Four weeks 29th Mar,2004 25th
April,2004
Y
Advertisement Five weeks 26thApril,2004 30thMay,2004 N
Project Execution One week 4t,June2004 5thJune,2004 Y
References: